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MOCR - Travel and Expense Policy
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Title:
Travel and Expense Policy
Approved by Council
Date: February 24, 2026
Policy Review Notification
Date: January 12, 2026
Policy Review
Date: February 10, 2026
I certify this to be a true copy of the Travel and Expense Policy as adopted by the
Municipal Council of Richmond County at a Public Meeting held February 24, 2026.
________________________
Shelley David, Municipal Clerk
1.
Purpose
1.1. The purpose of this Policy is to outline the process for pre-approving,
approving, and reporting travel and related expenses in accordance with the
Municipal Government Act (MGA), the Municipal Financial Reporting and
Accounting Manual (FRAM), and the NSGEU Local 161 Collective
Bargaining Agreement.
2.
Scope
2.1. This Policy applies to all reportable individuals, unionized and non-unionized
municipal employees, and citizen appointees to ABCCs who incur approved
travel and related expenses while performing official municipal duties,
whether within or outside the Municipality of the County of Richmond
(MOCR). This includes travel for meetings, site visits, training sessions,
conferences, or other work-related activities approved in accordance with this
policy.
2.2. Non-unionized employees are governed by this Policy. Where this Policy
does not specify applicable rates, limits, or procedures, the provisions of the
NSGEU Local 161 Collective Bargaining Agreement shall be used as the
guiding standard.
3.
Definitions
3.1. "ABCC" means Agencies, Boards, Commissions, and Committees, including
those established by Council and those that are external.
3.2. "Local Travel" means travel within Richmond County, including Port
Hawkesbury.
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3.3. "Non-Local Travel" means travel outside of Richmond County and Port
Hawkesbury.
3.4. "Reportable Individuals" means members of Council, the Chief Administrative
Officer (CAO), and any employees delegated the responsibilities or powers of
the CAO under Section 29(b) of the MGA.
3.5. "Signing Authority" means the authorizing personnel responsible for pre-
approving travel and approving the related expense claims. The table below
shows the Signing Authority for each position:
4.
Roles and Responsibilities
4.1. Municipal Council will be responsible for reviewing, amending, and adopting
the Travel and Expense Policy.
4.2. The CAO will be responsible for implementing and administering this Policy.
4.3. Signing Authorities will be responsible for pre-approving travel and approving
expense claims in accordance with this Policy.
4.4. The Finance Department will be responsible for providing advice and
assistance to Municipal Council and the CAO regarding the application of this
Policy, monitoring travel expenses for appropriate use and consistency with
Policy directive, and processing travel expense claims.
5.
Policy Guidelines
5.1. All travel and related expense claims must be submitted using the
Municipality's official Travel and Expense Claim Form, which is available on
the MOCR SharePoint site.
5.2. All requests for travel must have a justifiable MOCR purpose and be within
the parameters of the current budget to be approved and reimbursed. All
travel requests must be pre-approved by the Signing Authority, who shall
consider the necessity for travel based on the information provided on the
claim form under the title "Purpose of Travel".
Position
Signing Authority
Warden
CAO
Member of Municipal Council
Warden and CAO - pre-approval
CAO - expense claim approval
CAO
Warden
Director
CAO
Municipal Employees
The Department Director or CAO
a
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a) Travel that exceeds budgetary limits shall require Municipal Council
approval in advance of travel.
b) For Local Travel that is part of an employee's routine duties related to
their assigned position with the Municipality, does not require pre-
approval; the submission of a Travel and Expense Claim Form, along
with any receipts, serves as confirmation of approved travel.
c) For Local and Non-Local Travel that is part of a member of Council's
routine duties to attend ABCC meetings to which they are appointed, or
attend as an ex officio, does not require pre-approval; the submission of
a Travel and Expense Claim Form serves as confirmation of approved
travel.
d) A Signing Authority is prohibited from pre-approving or approving travel
and related expenses on their own behalf.
5.3. When multiple requests for travel for the same purpose are submitted, it will
be determined how many representatives are required to attend on behalf of
MOCR.
a) Should a member of Council have a disagreement regarding their
request for travel, the request will be reviewed with the Warden.
b) Council will be advised, where possible, of who is travelling.
5.4. Travel expenses for accommodations shall only be reimbursed if the traveler
cannot reasonably be expected to commute to or from a function due to an
early start, late finish, or adverse weather conditions.
5.5. When an accommodation provider cannot be set up for direct billing, the
municipal corporate credit card may be used to secure the booking. Only
expenses eligible under this Policy may be charged to the Municipality.
5.6. Expense claims begin at a departure and arrival time that is reasonable for
the travel required. Legitimate reasons for earlier/later departure/return
should be documented on the Travel and Expense Claim Form and
discussed with the designated Signing Authority.
5.7. It is expected that when attending a conference, in order to be eligible for
reimbursement of expenses, 80% of the conference sessions be attended. If
this is not possible, it should be discussed with the signing authority in
advance of attendance.
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5.8. Persons using privately owned automobiles for municipal business travel are
responsible for ensuring that the vehicle is properly insured for such use, that
all relevant statutory requirements are complied with, and that insurance
premiums are paid. The responsibility for insurance is entirely that of the
privately owned vehicle's user/owner. The Municipality does not accept any
liability under any circumstances for claims arising from the use of privately
owned automobiles.
5.9. Shared vehicle use is not mandatory but is encouraged; only one traveller
may claim mileage reimbursement per vehicle. Individuals who use their
personal vehicle for shared business travel must carry a minimum of two
million dollars in liability insurance coverage, including coverage for business
use.
5.10. The Municipality of the County of Richmond does not provide travel or related
expense advances. All reimbursements must be based on actual expenses
incurred and supported by the required documentation or applicable per diem
allowances, as outlined in this Policy. Advances will not be issued in lieu of
reimbursement.
6.
Travel and Related Expenses
6.1. Accommodations
Item
Direct
Billing
Credit
Card
Reimbursement
Required
Receipt
Notes
Room reservations
- Are arranged by
designated
Departmental Staff.
x
Billed directly to
the Municipality.
- If direct billing is not
available.
x
Subject to
Corporate Credit
Card Sign-out
Procedures.
- In situations where
the cost cannot be
directly billed or
charged to the
corporate credit
card.
x
x
Reimbursed at
actual cost.
Private
Accommodations
x
Per overnight stay.
See Schedule A.
Incidentals
x
Pier Diem
See Schedule A
Parking, taxis, and
tolls
x
x
Reimbursed at the
actual cost
incurred
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Valet Parking
Ineligible
An exception may
apply if it is the
only option.
6.2. Meals
Item
Direct
Billing
Credit
Card
Reimbursement
Receipt
Notes
- Travel through meal
times as outlined in
Schedule A
x
Per diem
allowance, see
Schedule A
- International travel
through meal times
as outlined in
Schedule A
x
Per diem;
reimbursed at the
exchange rate at
the time of travel.
- Meals that are
provided free of
charge or included
in registration fees
paid directly by the
Municipality.
Ineligible
Exceptions may
apply (i.e., Food
allergies).
Agendas must be
included in the
expense claim.
- Meal expenses that
exceed the per
diem allowance.
Ineligible
Required pre-
approval. It may
be considered in
exceptional cases,
i.e., food allergies.
6.3. Vehicle Use/Air Travel
Item
Direct
Billing
Credit
Card
Reimbursement Receipt Notes
- Personal vehicle
use for Local and
Non-Local Travel
x
Employees are to be
reimbursed as per
the CBA.
Members of Council
and ABCC-
appointed members
are reimbursed at
the current
Provincial km rate
for return travel from
their place of
residence.
- Out-of-province
travel, cost
comparison
required
x
x
Reimbursement is
typically the lesser
of: (i) economy
airfare + airport
parking + ground
transport, OR (ii)
mileage at Provincial
rate.
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6.4. Registration Fees for Conferences and Other Events
Item
Direct
Billing
Credit
Card
Reimbursement Receipt
Notes
Registration
-
Is arranged by
designated
Departmental
Staff
x
Billed directly to the
Municipality.
-
If direct billing
is not available
x
Subject to
corporate credit
card sign-out
procedures.
-
When direct
billing and
corporate
credit card use
are not
possible.
x
x
Reimbursement at
the actual cost
incurred.
7.
Exclusions
7.1. Alcohol purchases are not an eligible expense and will not be reimbursed.
7.2. MOCR is not responsible for the cost of travel, lodging, meals, registration,
etc., of spouses when they are accompanying the elected or appointed
officials to meetings, seminars, conferences, training sessions, etc., unless
specifically authorized by Municipal Council.
8.
Preapproval
8.1. The Signing Authority may request additional information or justification to
assess the necessity and appropriateness of the proposed travel.
8.2. Preapproval may be withheld if the travel request is deemed unnecessary,
non-compliant with this policy, or exceeds budget limits.
9.
Submission/Approval of Travel and Expense Claims
9.1. A completed and signed Travel and Expense Claim Form must be submitted
to the appropriate Signing Authority within 60 days after return.
9.2. All claims must include the required documentation. For meetings of Council
and Council-established ABCCs, an agenda is not required, as these are
available online. For all other meetings, conferences, or events where no
agenda or documentation is available, the following details must be provided
on the claim form or in a short written report:
a) Purpose of the meeting
b) Date and location
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c) Start and end time
d) Participants
e) Brief summary of discussions
9.3. Itemized receipts are required for all expenses except per diem meal
allowances and personal vehicle mileage for authorized travel.
9.4. For Non-Local Travel, a copy of the advance approval from the Signing
Authority(s) is required.
9.5. The Signing Authority must ensure that the expenses are consistent with this
Policy and are supported by receipts.
9.6. A signing authority may request additional explanations, documentation, or
justification from the claimant and may refuse to approve any expense items
claimed that are deemed unreasonable or non-compliant with this Policy.
9.7. A Signing Authority may not approve expense claims submitted on the
behalf of others.
10. Disagreement Resolution
10.1. Where there is disagreement as to the acceptability of specified expenses
between the claimant and the authorizing personnel, the matter shall be
referred to the CAO, Warden, or Director of Finance for resolution.
11. Adjustments and Overpayments
11.1. Any adjustments noted after a claim has been approved and paid will be
indicated on the Travel and Expense Claim Form and initialed by the
claimant. Any payment for adjustments of an over/underpayment will be
reconciled on a subsequent claim. Adjustments may also be made before
payment is issued.
12. Fraud, Misuse, or Misappropriation of Municipal Funds
12.1. Suspicious activity and potential misuse of funds must be reported
immediately to the CAO. If such activity relates to the CAO, it must be
reported immediately to the Warden.
12.2. Fraudulent irregularity, misuse, or misappropriation of municipal funds may
result in disciplinary action.
13. Reporting Requirements
13.1. Municipal Staff shall prepare and publish a quarterly summary of travel
expenses with supporting documentation on the Richmond County website
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within 90 days of the end of each fiscal quarter.
13.2. Municipal Staff shall prepare an annual summary report of travel expenses
for reportable individuals and file it with the Minister by September 30th.
14. Review Requirements
14.1. The Audit Committee shall review the annual Summary of Travel Expenses
for Reportable Individuals annually.
14.2. By January 31st, immediately following a regular election held under the
Municipal Elections Act, Council shall review this Policy and, following a
motion by Council, either re-adopt the Policy or amend the Policy and adopt
the Policy as amended.
15. Repeal and Replace
15.1. This Policy replaces the Travel and Expense Policy re-adopted on January
28, 2025.
16. List of Schedules
16.1. Schedule A: Approved Travel Rates
17. Related Documents
17.1. Municipal Financial Reporting and Accounting Manual (FRAM)
17.2. Nova Scotia Municipal Government Act (MGA)
17.3. MOCR Credit Card Policy
18. Review and amendment schedule:
Date of Review
Approved/Amended by Council
Nov. 24, 2025, Jan.12, Feb 4.,
Feb.10, 2026
Feb. 24, 2026 (amended/adopted)
Jan. 14, 2025
Jan. 28, 2025 (re-adopted)
Oct. 10, 2023
Oct. 23, 2023 (amended/adopted)
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MOCR - Travel and Expense Policy - Schedule A: Approved Travel Rates
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Travel and Expense Policy
Schedule A: Approved Travel Rates
1.
Approved Travel Rates
Category
Rate/Reference
Condition/Notes
Travel
Provincial rate (per km)
Personal Vehicle
Meals (per day)
Breakfast
As per CBA
When travel starts before 7:30
a.m.
Lunch
As per CBA
When traveling away from home
base, (11:30 a.m.-1:00 p.m.)
Dinner/Supper
As per CBA
When travel prevents return to
home base before 6:00 p.m.
Private
Accommodations
$40.00
Per overnight stay
Incidentals
As per CBA
Per overnight stay
2.
Related Documents
2.1. NSGEU Local 161 Collective Agreement
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